2018 IX Winter Market Vendor Application Form

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1 2018 IX Winter Market Vendor Application Form WHEN: Every Saturday from 9:00am until 1:00pm beginning Saturday, January 13, 2018 through March 24, WHERE: IX Art Park, 522 Second Street Southeast, Charlottesville, VA just 2 blocks south of the Downtown Mall. Limited free parking and indoor restrooms are available. FEES : $25 Flat fee per market for 10' x 10'x space (outdoors) $35 Flat Fee per market for 10 x 10 (indoors). Limited amount available. First come first serve basis. $220 Discounted Fee for all 11 markets (outdoors) $330 Discounted Fee for all 11 markets (indoors) $5 Table Rental $5 Tent Rental $50 MARKET MANAGER: Outdoor Propane Heater ($10.00 if you bring your own propane tank) Lindsay Terrell, IX Art Park Phone: MARKET CENTRAL REPRESENTATIVE: Cecile Gorham 1

2 Vendor Information (print clearly) Business Name: Contact Name: Contact Phone #: Address: Website: Twitter: Instagram: Facebook: Description of Produce, Goods or Services: Anticipated Market Attendance Please mark the dates you would like to attend. There is limited indoor space available. Please indicate your preference. Indoor space will be based upon availability. Saturday, January 13, 2018 Indoor Outdoor Saturday, January 20, 2018 Indoor Outdoor Saturday, January 27, 2018 Indoor Outdoor Saturday, February 3, 2018 Indoor Outdoor Saturday, February 10, 2018 Indoor Outdoor Saturday, February 17, 2018 Indoor Outdoor Saturday, February 24, 2018 Indoor Outdoor Saturday, March 3, 2018 Indoor Outdoor Saturday, March 10, 2018 Indoor Outdoor Saturday, March 17, 2018 Indoor Outdoor Saturday, March 24, 2018 Indoor Outdoor 2

3 Items Available for Rent A limited number of rental items may be available for rent by the IX Art Park LLC by individual vendors on a first-come, first-serve basis. Renters are responsible for any damages to the rental items. Rentals should be ordered by the Wednesday prior to the upcoming market. Payment for all rentals can be made upon arrival. Vendors will be responsible for retrieving, setting up, taking down and re-storing the rental item in the designated on-site storage location. Fold-up Table (8 x 2.5 ). Quantity: Tent (10 x 10 ). Quantity: (Limited quantity available. Vendors must provide a method for securing the tent to the ground, i.e. sandbags or similar weights. Vendors may not drill into the concrete.) Propane Heater: Yes. Are you bringing your own propane tank? No Electricity (limited hook-ups available. Vendor may be required to provide its own extension cord): Yes. For what purpose? No Marketing & Advertising 1. Posters will be placed in various Charlottesville locations, including the Downtown Mall, UVA and the Saturday Holiday Market. 2. Postcards are available as handouts upon request. 3. Weekly Facebook postings a. IX Art Park (6,500 followers) b. Market Central c. We encourage vendors to share our post or tag us on their own on their Facebook page 4. Other Social Media: We encourage vendors to post photos and comments on other social media sites, including Instagram and Twitter or any other preferred site. #IXFarmersMarket. SNAP Benefits & Debit Cards Market Central will be on site to permit customers to use SNAP/EBT cards (formerly food stamps) and Debit Cards to purchase items at the Market. Market Rules & Guidelines : The IX Art Park LLC will manage the Market and have full authority to enforce all approved Rules & Guidelines. The IX Art Park LLC also reserves the right to modify the Market Rules & Guidelines as appropriate. 1. Market Central. The Winter Farmer s Market ( Market ) is made possible by the cooperation and generosity of Market Central, a 501 corporation dedicated to enriching the local market experience. All vendors of the Market will be permitted to sell their goods and services under the umbrella Show and Sale License obtained by Market Central. This license is in lieu of the City s requirement that each vendor obtain an Itinerant Merchant License. 2. Vendor Approval : We are accepting applications now. Vendors may sign up on-line on our website or or you can 3

4 the application to All vendors must be pre-approved by the Winter Farmer s Market Manager ( Manager ) by 5:00pm on the Wednesday prior to the upcoming Saturday market. Stall space cannot be guaranteed for more than 1 week unless it is paid for in advance. Vendor approval is not transferable. The IX Art Park LLC reserves the right to limit the number of vendors in total and within like-product categories. The Manager will use his/her discretion to balance the type of products and services sold at each market. 3. Approved Products: All items offered for sale at the Market must be made, grown or raised by the market vendor. No re-selling of commercial products is permitted. Approved products include: a. prepared foodstuff or edible items, including but not limited to, baked goods, jams, jellies, hot food, honey, kombucha; b. farm produce, including but not limited to, fruits, vegetables, live plants, herbs and cut flowers; c. meat, poultry, eggs, fish, and dairy products; d. arts and handicrafts. 4. Non-profit Organizations: In addition to the Market vendors, a certain number of non-profit organizations will be permitted to display at the Market. 5. Payment: Weekly fees are payable by credit card on-line through PayPal by visiting or If you want to pay cash, you can do so to the Manager upon arrival at the Market each week. Discounted full season fees are due by January 5, Sales Tax: Vendors are responsible for filing taxes from any sales made at the Market with the appropriate authority. The Manager is not responsible for the collection or payment of any applicable sales tax owed by Market vendors. 7. Follow the Law. All Market vendors must abide by any and all City, State and Federal Regulations. For food vendors, this shall include all requirements of the Virginia Health Department, Virginia Department of Agriculture, and the United States Department of Agriculture. It is the responsibility of the individual vendor to understand and abide by these regulations. 8. Special Rules for Food Vendors: All food vendors who prepare, cook or sell food at the Market must obtain appropriate licensing or certification and pass inspection by the VA Health Department or the Virginia Department of Agriculture, whichever is appropriate. Vendors must be prepared to provide copies of said permits, licenses and inspection reports upon demand. It is the responsibility of the individual vendor to understand these regulations. 9. Arrival / End Times: Approved vendors will be notified about a load-in time and a load-out time as well as a market stall number prior to Market day. Upon arrival at Market, vendors should check-in with the Manager. Vendors will not be guaranteed the same space each week. Full season vendors will be provided with priority placement. 10. Load-in and Load-out Rules: Vendors will be permitted to drive onto the main concrete platform to load and unload their goods, but no cars will be permitted to remain on the platform between 8:30am and 1:00pm. Vendors should pack all items and be prepared to load their vehicle prior to retrieving their vehicle. This will cut down on traffic congestion. 11. Cleaning: Vendors are responsible for keeping their designated space clean and tidy at all times, including any litter deposited in their space. Food vendors must provide adequate garbage receptacles for their customers. All Market vendors must remove from the property any garbage collected or discarded in their designated area during the Market irrespective of whether the 4

5 garbage was initiated from their booth. Failure to comply with this requirement may result in the vendor bearing the cost of clean up at the discretion of the Manager. 12. Fire extinguisher. Any vendor who is cooking or preparing food on-site must have a fire extinguisher at their disposal. 13. Tent rules: Vendors using tents whether their own or rented from IX Art Park LLC - are expected to properly secure their tent to avoid the risk of injury to others. Sandbags or similar weighed objects are preferred. 14. No alteration: Indoor vendors shall not apply anything to the walls of the indoor space that will cause damage of any kind. 15. Be respectful : To maintain community spirit, all vendors are expected to treat each other and all customers with courtesy and to work together in a spirit of cooperation with open and positive communication. The Manager reserves the right to expel vendors who violate this policy without reimbursement for paid market fees. 16. Cancellation / Inclement Weather: Barring severe weather conditions, the Market will be open for business. The Manager has the sole authority to cancel the market due to poor weather conditions. Notifications of weather cancellations will be made by 5:00pm the night before the scheduled Market. Scheduled vendors who do not attend the Market without providing a minimum of 24-hours notice will be charged in full. If a market is cancelled due to inclement weather, pre-paid vendors will be reimbursed in full for that week s market fee. 17. Waiver of Liability. Vendor hereby agrees to indemnify and hold harmless the IX Art Park LLC, Monticello Associates LLC, and Market Central, its employees, concessionaires, and agents from and against any and all loss, cost (including attorney s fees), damages, expense and liability (including statutory liability and liability under Worker s Compensation laws) in connection with claims for damages as a result of injury or death of any person or property damage to any property sustained by the other party and/or all other persons which arise from or in any manner grow out of any act or neglect on or about and are occasioned by the use or occupancy at the Market or activities conducted therein by the vendor, its employees, volunteers, agents, contractors, invitees, customers, clients, or guests. Initials: IN WITNESS WHEREOF: LICENSOR: IX Art Park LLC, a Virginia limited liability company By: Date: Lindsay C. Terrell LICENSEE: Signature: Date: Printed Name: 5

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